THE INSPECTION OF PORTABLE
ELECTRICAL EQUIPMENT
Introduction
This document, provides a mechanism by which departments can fulfil their duty to assess
and manage portable electrical equipment testing.
This guidance will assist departments in ensuring that their portable electrical equipment is
safe to use and complies with the legal requirements of the Electricity at Work Regulations
1989. Departments may use alternative methods to those set out in this guidance but if so
will have to show that they complied with it in some other way.
This guidance and Appendices have been drawn up by Safety Services making use of
guidance issued by the Health and Safety Executive and other “best practice” where
appropriate. The guidance applies to all workers (including students) who use portable
electrical equipment in their work as well as to maintenance staff, service engineers, visitors,
cleaners etc.
Any reference to a regulation is a reference to the Electricity at Work Regulation1989.
Responsibility
The responsibility for any piece of portable electrical equipment connected to the mains
supply or any independently powered piece of equipment lies with the Head of Department to
which it belongs.
The following are the responsibility of the Estates and Facilities Division:
• Electrical supply insulation up to and including 13 amp sockets, insulators or fused
switchboards and
• Fixed installations such as fume cupboards, cold rooms, built-in air conditioning units,
etc
Scope
This guidance aims to:
• set health and safety standards for work with portable electrical equipment.
• give information on identifying levels of risk and control measures, and
• provide practical advice on how the standards may be met and ways in which any
significant risk can be reduced to an acceptable level.
Application
This guidance is relevant to all who work with portable electrical equipment or have
responsibility for those who do.
The Risk
Safety Services has considered the risk to those working with portable electrical equipment
and concludes that faulty equipment can cause electric shock, burns and can lead to fires
and/or explosions.
This guidance therefore aims to provide a framework for optimum control of the hazards of
portable electrical equipment and the risk to all persons using electrical equipment.
1
Definitions
COP
Electrical Equipment
Anything used, intended to be used or installed for use, to generate,
provide, transmit, transform, rectify, convert, conduct, distribute, control,
store, measure or use electrical energy’. (Electricity at Work Regulations
1989, Regulation 2 1)
1.1
Guidance
Categories of Electrical Equipment
All electrical equipment falls into the following categories:
Basic Insulation
Insulation applied to live parts to provide basic protection against electric
shock and which does not necessarily used exclusively for functional
purposes.
Class I Equipment
Equipment in which protection against electric shock does not rely on
basic insulation only, but which includes means for the connection of
exposed-conductive conductive parts to a protective conductor in the
fixed wiring of the insulation.
Class II Equipment
Equipment in which protection against electric shock does not rely on
basic insulation only, but which additional safety precautions such as
supplementary insulation are provided, there being no provision for the
connection of exposed metalwork of the equipment to a protective
conductor and no reliance upon precautions to be taken in the fixed
wiring of the insulation.
All class II appliances are marked with this symbol.
1.1
Class III Equipment
Equipment in which protection against electric shock relies on the supply
from a separate extra-low voltage, such as an isolating transformer.
2
COP
Portable electrical equipment
Equipment that has a lead (cable) and plug and which is normally
moved around or can easily be moved from place to place.
1.2
Guidance
The following equipment types are regarded as portable for the
purposes of this guidance.
Portable appliance
An appliance of less than 18 kg in mass that is intended to be moved
while in operation or an appliance which can easily be moved from one
place to another. E.g. toaster, food mixer, vacuum cleaner, fan heater.
Moveable equipment
- 18kg in mass and not fixed e.g. electric fire
- equipment with wheels, casters or other means to facilitate movement
by the operator as required to perform its intended use, e.g. air
conditioning unit.
Hand-held appliances or equipment
This is equipment intended to be held in the hand during normal use,
e.g. hair dryer, drill, and soldering iron.
Stationary equipment or appliance
The equipment has a mass exceeding 18 kg and is not provided with
carrying handles e.g. refrigerators, washing machines.
Fixed equipment or appliance
This is equipment or appliance which is fastened to support or secure in
a specific location, e.g. bathroom heater, tower rail.
Extension leads
These should be avoided where possible. If used they should be tested
as portable appliances. It is recommended that 3 core leads be used. An
extension lead must not exceed 13 Amps.
3
A standard 13A 3 pin extension socket-outlet with a 2-core cable
should never be used even if the appliance to be tested is Class II,
as it would not provide protection against electric shock if used at
any time with an item of Class I equipment.
1.2
2
Setting up a system
COP
2.1
The Head of Department must ensure that a system is set up for the
checking of all portable electrical equipment. The elements of such a
system are:
• drawing up an inventory of equipment;
• user checks;
• risk assessment to determine frequency of formal visual
inspections;
• formal visual inspections.
3
Producing an inventory
COP
The Head of Department must ensure that a list is drawn up a list of all
portable electrical equipment held by the Department.
3.1
Guidance
Ideally this should not be the role of one person but a joint effort
undertaken by designated individuals in each area of the Department.
Each designated person will add his or her findings to a centrally held
inventory which is probably best kept electronically.
An example of a suitable inventory is at Appendix 2 and Appendix 3.
3.1
4.
User checks
COP
Before using any electrical equipment for the first time and thereafter at
periods determined by a risk assessment the user should look critically at
the electrical equipment they intend to use, and visually check that the
portable electrical equipment is in good condition.
4.1
Guidance
Unplug the equipment from the mains supply and check the
following:
(1) The plug:
Check the following:
• Is it securely connected to the appliance cable?
• Are there any inner wires showing?
• Are all the pins secure?
• Are any of the pins bent?
• Is there any visible evidence of overheating such as blackening of
pins or burn marks on the casing?
4
(2)The cable:
Check the following:
• Is it secure at both ends?
Note: It may be impractical to remove the casing of a piece of
equipment to verify that the internal connections are correctly
clamped. All that is required is an external inspection to make sure
the cable is not obviously badly connected or poorly anchored.
• Are any inner wires visible?
• Is it frayed, damaged or broken in any way?
• Are there any taped joints?
• Is outer sheath gripped where it enters the plug or equipment?
(3)The equipment:
Check the following:
• Is the equipment suitable for its location?
• Is it being used for its intended purpose as prescribed by the
manufacturer; (this should also be addressed in any Risk
Assessment).
• Are there any loose parts or cracks in the casing of the
equipment?
4.1
If you answer no to any of the above questions or you are in anyway
unsure about the equipment do not use it and seek further advice from a
competent electrician.
5
5
Risk assessment to determine frequency of testing
COP
A risk assessment must be conducted on all portable electrical equipment to
determine the frequency of user checks and formal visual inspections. Such
risk assessments are to take account of how the equipment is used and the
environment in which it is used.
5.1
Guidance
5.1
Guidance
The following table is for guidance only you must also take into account
where and how the equipment is used
Equipment
User
Checks
Formal Visual
Inspection
Multi-user hand held tools:
e.g. Electric drills, Soldering
Irons,
Hot plates,
Extension blocks
Vacuum cleaners
Floor Cleaners
Irons
Kettles
Hair dryers
Toasters
Coffee machines
Microwaves cookers
Portable heaters
Vortex mixers
Undergraduate laboratory class
and test equipment,
Slide projectors
Laminators
Fans
Desk / Table lamps
Sport centre equipment
(Running, Step and Cycling
machines etc).
Before use
3 Months
Weekly
3 Months
Before use
Every Term
3 Months
1 year
N/A
(Sport centre
staff to check
daily)
1 year
3 Months
1 year
2 years
Computers
TV/Videos
Fax Machines
Type writers
Floor mounted domestic
appliances
(Fridges, Freezers etc)
2 years
Frequency of testing
The results of the risk assessment should be kept on a log such as that
given at Appendix 2 or Appendix 3 which also acts an inventory of the
portable electrical equipment within the department.
5.2
6
6
Formal visual inspection
COP
All items of portable electrical equipment must be formally visually inspected
at the start of the scheme and subsequently at the frequency determined by
the above risk assessment.
6.1
Guidance
Formal visual inspections should only be carried out by a competent person
who has received appropriate training and who has sufficient knowledge to
recognise what is unacceptable.
A formal visual inspection involves checking the plug, cable and the outer
casing of the equipment in more detail than for a ‘user check’
(1) Unmoulded plugs:
Check the following:
• Are the wires attached to the correct terminals?
A correctly wired plug.
Live (L)_____Brown
Neutral (N)___Blue
Earth (E)_____Green and Yellow
•
•
•
•
Are any bare wires visible other than at the terminals?
Are the terminal screws tight?
Is the plug firmly clamped to the outer sheath of the cable?
Is the plug fitted with the appropriate fuse?
Note: The appliance plug should be fitted with the correct sized fuse and you
should refer to the manufacturer’s instructions or appliance rating label for
this information. If the manufacturer’s label only gives the power rated in
Watts, use the following formula as a guide.
Watts divided by Voltage = Amps
E.g.3 kW (3000W) divided by 240V = 12.5 Amps.
Therefore a Kettle with a 3kW rating will require a 13 Amp fuse.
3 amps or less
Between 3 and 5 amps
Greater than 5 amps
Use a 3 amp fuse
Use a 5 amp fuse
Use a 13 amp fuse
5 amp Fuse
•
•
Red Fuse
Black Fuse
Brown Fuse
13 amp Fuse
Are there any signs of internal damage, overheating or entry of liquid,
dirt or dust?
Is the flex securely attached to the flex-grip of the plug by its primary
insulation?
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Moulded plugs:
It is only possible to check the fuse in such plugs which should be removed
and the rating checked as above.
If the answer to any of the above is No the following actions should be taken:
(1) Rewire an incorrectly wired plug.
(2) Replace an incorrect fuse with one of the correct rating for the
equipment.
(3) Replace a burnt or scorched plug.
(4) Replace either a faulty flex-grip or the plug as appropriate.
(5) Tighten any loose screws.
When replacing a plug ensure that the replacement if of the type where the
two shorter pins are both partially insulated.
Guidance on how to wire a plug is at Appendix 1,
These dangerous plugs were in use until testing was carried out.
Overheated plug
Broken plug
8
A badly burnt plug
(2) The cable
Check the following:
• Is the outer insulation undamaged?
• Is the outer insulation gripped within plug (where applicable)
• Is the outer insulation gripped at entry pointy to the equipment
(Where applicable)
• Is the cable of the correct diameter for current rating of the
equipment?
Nominal conductor
csa
(mm²)
0.5
0.75
1.0
1.25
1.5
2.5
4.0
Nominal conductor
Resistance at 20 ºC
(m?/m)
39
26
19.5
15.6
13.3
8
5
Max
current
(A)
3 amp
6 amp
10 amp
13 amp
15 amp
20 amp
25 amp
Approx No of wires
in conductor
16
24
32
40
30
50
53
Examples of cables
If the answer to any of the above is No remove the piece of equipment from
use and either replace or repair it.
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(3) The equipment
Check the following:
• Is there any damage that exposes electrical components?
• Are there any breaks/cracks in casing?
• Are all securing screws or fixing present?
• Is the correct fuse fitted (where applicable)?
• Are cooling vents unblocked (where applicable)?
• Are any connecting sockets undamaged?
If the answer to any of the above is No remove the piece of equipment from
use and either replace or repair it.
If you are satisfied with the inspection:
•
•
Label the equipment with a ‘Pass Label’ indicating when it is next due
for inspection.
Record findings/actions in the inventory
6.1
If you are unsure about any of the above, there is bad damage or you cannot
reconnect any loose plugs you must fail the appliance for the visual test.
Apply a ‘Do Not Use’ label and seek further advice from a competent
electrician.
Do not continue the electrical test if the appliance has failed the visual
inspection until repairs has been made .
Under No Circumstances Should Any Appliance That Has Failed Either
Test Be Allowed Back Into Service Until It Has Been Repaired.
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Training and information
COP
Departments should ensure that all staff and students working with electrical
equipment receive information, instruction relevant to the electrical
equipment and systems they will use for their work.
New staff and students should receive such instruction and information as is
necessary for them to work safely.
7.1
Guidance
7.1
Guidance
7.2
Training may take the form of:
• familiarisation with codes of practice, local rules, operational procedures
etc
• at the bench instruction
• working under supervision until competence is attained.
The purpose of instruction and training is to ensure that staff and students
working with electrical equipment do not put themselves or others at risk.
Instruction and training should include;
• how and when to use electrical equipment
• how to carry out the tests;
• what to do if the equipment fails;
Training should include elements of theory and practice.
Details of the information, instruction and training provided should be
recorded and signed for when completed.
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8
Record keeping
COP
Written records of this training must be kept covering the individual workers
and the topics covered in their training.
8.1
Guidance
The Head of Department is responsible for ensuring that records relating to
staff, equipment and work activities are maintained.
Such records will include:
• significant findings of the risk assessment;
• the results of Inspections and testing;
• maintenance of equipment etc.; routine and as a result of faults;
• the results of inspections that have been carried out;
• the information, instruction and training that has been given to
individuals.
Copies of these records may be passed to the Departmental Safety Officer
for Departmental Records. The DSO is not responsible for maintaining the
records which form part of the supervisor’s management of the work.
8.1
9
Management responsibility, supervision and other duties
COP
Head of Department
The Head of Department is responsible to Provost and Council for ensuring
that a safe system is in place for the management of portable electrical
equipment within the Department in accordance with the UCL Statement of
Safety Policy and the Departmental Statement of Safety Policy (DSSP)
9.1
Guidance
The duties of the Head of Department for ensuring the safe management of
portable electrical equipment are the same as those for all other aspects of
safety management as described in the UCL Statement of safety Policy. The
Head of Department authorises particular staff to work with, or supervise
work with electrical equipment, based on that individual’s competence.
The Head must appoint a Departmental Safety Officer (DSO) to assist in
monitoring the department’s compliance with this guidance.
9.1
COP
Managers and supervisors
The Head of Department normally delegates the duty to ensure safe working
with electrical equipment to research group leaders and/or other senior
departmental staff appropriate to the local departmental arrangements.
These management duties include assessment of risk and ensuring the
implementation of the risk control meas ures required by their assessments.
It is the duty of the person supervising the work to ensure that all staff
students and visitors are informed of any precautionary measures they must
observe.
9.2
11
Guidance
This delegated duty is the normal pattern for the supervision of work. If the
manager/supervisor is absent from the department they should delegate the
day-to-day management of the work to a named member of the team who is
suitably skilled and experienced to carry out the necessary management
duties .
9.2
COP
Staff and students
Staff and students engaged in work with portable electrical equipment must
co-operate with precautions derived from risk assessments.
All Staff and students are responsible for taking sensible precautions
concerning there own safety and that of others. (note: This duty applies to
occupational visitors to the Department)
9.3
Guidance
These duties are in accordance with, and do not exceed, the duties imposed
on employees under s. 7 of the Health and Safety at Work Act 1974.
Graduate students are treated for the purposes of this guidance as if they
were employees. Visitors to the Department who are undertaking work
should be treated as if they were employees (see also below).
9.3
COP
Departmental Safety Officer
The departmental safety officer (DSO) is appointed by the Head of
department (HOD) and advises the Department in all matters relating to the
safety. Where appropriate (e.g. the department exists on more than one
site), it may be necessary to appoint one or more deputies. The DSO is the
main point of contact for the departments regarding safety issues.
9.4
Guidance
9.4
COP
The HOD must appoint a Departmental Safety Officer (DSO) to assist in
monitoring the department’s compliance with this guidance.
It is not the duty of the DSO to conduct risk assessments or Inspections but
to ensure that they have been carried out and to bring to the attention of the
Head or departmental management any non-compliance with departmental
arrangements for safe working with portable electrical equipment.
Visitors
Visitors engaged on work involving portable electrical equipment must
observe the risk control measures required as a result of the risk
assessment, and take due care for their own safety and that of others.
9.5
Guidance
9.5
Visitors are non-departmental employees including contractors,
maintenance workers, cleaners, etc. (though they might be UCL employees)
who may be permitted to enter the Department.
Visitors (including observers, contractors, etc.) should be provided with
relevant safety information including the precautions necessary to ensure
their safety while on site
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APPENDIX 1
How to Wire a Plug Correctly
A high percentage of accidents with electricity are caused by faulty or incorrectly wired plugs.
The correct wiring of a plug is extremely important for your own safety and the safety of
others. The following guidance covers the two most common types of plug used in the UK the 3-pin, 13 Amp plug and the 2-pin, 16 Amp side-earth plug .
Prepare the plug.
1. Remove the cover and loosen the screws of the cord grip
2. Loosen or remove the screws from the brass terminals
Prepare the flex.
1. Measure the flex against the plug and strip the outer covering back as far as the cord
grip, taking care not to cut through the coloured insulation on the wire strands.
2. If the coloured cables have to be trimmed, ensure that they are long enough to reach
the terminals without straining: allow for a little slack on the green/yellow earth wire.
3. Strip about 10 mm (1/2 inch) of the coloured insulation from each core.
Fixing flex to the plug
Remember the colour code
BROWN to the LIVE (L) terminal;
BLUE to the NEUTRAL (N) terminal
GREEN / YELLOW to the EARTH (E) terminal.
1. Pass the flex under the loosened cord grip
2. Twist the exposed wire strands of each core between the finger and thumb so that
there are no loose strands;
3. If the plug has clamp terminals wrap each core around the appropriate terminal; place
the washer on top of the twisted wire and tighten the screw nuts firmly. Make sure
that the coloured insulation is not pinched under the terminal clamp.
4. If the plug has pillar terminals, then double the twisted bare wire back on itself for
about 5 mm and insert it fully into the hole in the appropriate terminal. Tighten the
terminal screw firmly on the wire.
5. Tighten the cord grip screws, making sure that the cord grip is clamped on the full
outer covering of the cable and not on the inner cores.
6. Replace the cartridge fuse in 13 Amp plugs with an appropriate sized fuse - a blue 3Amp fuse for lights and small appliances; a brown 13-Amp fuse for larger appliances
and heaters.
7. Replace the cover.
N.B. If the appliance has a moulded plug fitted this cannot be opened or rewired. If it is
damaged or faulty, it should be cut off and a new plug fitted as described above.
Appliances with 2-core flexes
The two cores should be connected to the appropriate LIVE and NEUTRAL terminal; the
EARTH terminal is not used in this case.
13
APPENDIX 2
Electrical equipment
Example of an Inventory
Location…1st Floor ... Room…102
Inspection date…March 2003…..…
Description or ID
code
Plug
Plug /cable
fixing
Building…Brook House…
Inspected by…Colin Skeete
Equipment
casing
Kitchen
Microwave (or ID code)
Coffee percolator
Kettle
Toaster
Fridge
Main office
Laminator
Charger
Fan 1
Fan 2
Fan 3
Ext. block 1
Ext. block 2
Ext. block 3
X Office
Fan 4
Ext Block 4
Y Office
Fan 5
Ext block 5
Z Office
Fan 6
Ext block 6
Common room
Television
Video
Fan 7
Fan 8
Ext block 7
14
Switches
No suspect
reports
APPENDIX 3.
Inspection report
Testing of Portable Electrical Equipment (Visual Inspection)
Department ……………………………………………………..
Room no ……………………………………………………….. Tester Name ……………………………..
Item
Test Pass Fail
Reason for failing
Action taken
(Description / Code)
Date
15
Date of
reinstatement
Signature of
Tester
APPENDIX 4
Legislative framework
Health and Safety at work Act 1974
Duty of care upon both employers (Section 2, 3 and 4) and employee (section 7) to
ensure the safety of all persons using the work premises. This includes the selfemployed.
Management of Health and Safety Regulations 1999 (The dangers must be
identified and a risk assessment made)
“Every employer shall make a suitable and sufficient assessment of:
(a)
The risk to the health and safety of his employees to which they are
exposed whilst they are at work and
(b)
The risks health and safety of persons not in his employment
arising out of or in connection with the conduct by him of his
undertaking”. Reg. 3(1)
Provision and Use of Work Equipment Regulations (PUWER) 1992 (The
equipment must be suitable for the purpose)
“Every employer shall make sure that work equipment is so constructed or adapted
as to be suitable for the purpose for which it is used or provided” Reg.4(1)
The Provision and Use of Work Equipment Regulations1998 (PUWER) covers most
risks that can result from using work equipment. With respect to risks from electricity,
compliance with the Electricity at work regulations 1989 is likely to achieve
compliance with PUWER regulations 5-9, 19 and 22.
PUWER only applies to work equipment used by workers at work. This includes all
work equipment (fixed, portable or transportable) connected to a source of electrical
energy. PUWER does not apply to the fixed installations in a building.
Electricity at Work Regulations 1989 (All equipment must be constructed and
maintained so that it is not dangerous)
“As may be necessary to prevent danger, all systems shall be maintained so as to
prevent, so far is reasonable practicable, such danger” (Regulation 4(2)
“’Systems’ means an electrical system in which all the electrical equipment is, or may
be electrical equipment is, or may be electrically connected to a common source of
electrical energy and includes such equipment” (Regulation 2(1))
“Electrical equipment includes anything used, intended to be used or installed for
use, to generate, provide, transmit, transform rectify, convert, conduct, distribute,
control, store, measure or use electrical energy”. (Regulation 2(1))
16
Scope of the legislation
It is clear that the combination of the Health and Safety at Work etc Act 1974, the
Provision and Use of Work Equipment Regulations 1998 and the Electricity at Work
Regulations 1989 apply to all electrical equipment used in, or associated with, places
of work. The scope extends from distribution systems, be they 400 kV or simply
those in buildings, down to the smallest piece of electrical equipment such as a
hairdryer, a VDU, a telephone or even in some situations battery-operated
equipment.
Responsibility
Everyone at work has their responsibilities including, in certain circumstances,
trainees. However, because of the all-embracing responsibilities of all persons this
does not minimise the duties of particular persons. Regulation 3 of the Electricity at
Work Regulations recognises a responsibility (control) that employers and many
employees have for electrical systems.
“It shall be the duty of every employer and self-employed person to comply with the
provisions of these regulations in so far as they relate to matters which are within his
control.
It shall be the duty of every employee while at work:
(a)
to co-operate with his employer so far as in necessary to enable any duty
placed on that employer by the provision of these Regulations to be
complied with and
(b)
to comply with the provision of these Regulations in so far as they relate to
matters which are within his control”.
The Provision and Use of Work Equipment Regulations 1998 requires every
employer to ensure that equipment is suitable for the use for which it is provided
(Reg. 4 (1) and only used for work for which it is suitable (Reg. 4(3)).They require
every employer to ensure equipment is maintained in good order (Reg. 5) and
inspected as necessary to ensure it is maintained in a safe order (Reg. 6)
Maintenance
Regulation 4 (2) of the Electricity at Work Regulations 1989 states:
“As may be necessary to prevent danger, all systems shall be maintained so as to
prevent, so far as reasonably practicable such danger”
Regulation 5 of the Provision and Use of Work Equipment Regulations 1998 states:
“Every employer shall ensure that work equipment is maintained in an efficient state,
in efficient working order and in good repair”
Inspection
The Provision and Use of Work Equipment Regulations 1998 include a specific
requirement that where the safety of work equipment depends on installation
conditions, and where conditions of work are liable to lead to deterioration, the
equipment shall be inspected (Reg. 6).
17